7B22--Three (3) Eye Cubed Ophthalmology Ultrasound Systems

THIS IS A BRAND NAME OR EQUAL SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of qualified sources to perform the potential requirement. This source sought is UNRESTRICTED and seeks providers capable of fulfilling the requirement in accordance with the Statement of Work. The responses received from interested contractors will assist the Government in determining set-aside and the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential contractor sources which can provide the following services: Three (3) Eye Cubed Ophthalmology Ultrasound Systems and related Supplies for the Department of Veterans Affairs VISN 20 in accordance with the attached Statement of Work. Potential sources having the capabilities necessary to provide the above commodities which meet all the requirements outlined in the attached statement of work are invited to respond to this Sources Sought Notice via e-mail to contact@example.gov no later than noted in the RFI. No telephone inquiries will be accepted. Responses should include the following information: Company name, address, and business size; point of contact name, phone number, and e-mail address; A capability statement addressing the requirements in the attached Statement of Work to include: References for similar commodities currently being provided or previously provided at the required service levels as outlined in the Statement of Work Capability Statement Capability to provide required supplies at VISN 20 in accordance with the Statement of Work NAICS Code 339113 is applicable to determine business size standard. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to supply the required commodities. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time. STATEMENT OF WORK (SOW) Background The VA Northwest Health Network, Veterans Integrated Service Network (VISN) 20, is responsible for providing health care to Veterans in the states of Alaska, Washington, Oregon, most of the state of Idaho, and one county each in Montana and California. VISN 20 encompasses 135 counties which cover approximately 23% of the United States land mass; 17% of which are classified as health professional shortage areas. 67% of these same counties had a 2001 per capita income below $25,000. There are approximately 1.2 million Veterans living in the Pacific Northwest and Alaska, 18% of whom received VA services. The VISN 20 network of eight (8) health care facilities is comprised of (7) medical centers and one (1) rehabilitation center. Two of the health care facilities are three (3) two-division campuses. These ten (10) health care sites support thirty-six (36) Community Based Outpatient Clinics. Applicable Documents VA Directive 6550 Scope VISN 20 requires an upgrade to three (3) networked eye imaging devices that are currently running on an unsupported operating system and supplemental equipment in support of the VA Electronic Health Records Modernization (EHRM) Cerner Initiative. Per VA Directive 6550, VA prohibits procurement of medical systems with an unsupported operating system (OS). Where possible, medical equipment running a Windows 10 OS should use the Windows 10 LTSC (Long Term Servicing Channel) version which are guaranteed to receive patches and updates for ten years after their initial release. The imaging devices must be (Digital Imaging and Communications and Management (DICOM) compliant with ability to interface with the site s Zeiss Image and Data Management System (Zeiss Forum), an eye care image and data management picture archive and communication system (PACS) specifically designed for hospitals to improve their workflow efficiency. Place of Performance Table 1. VISN 20 Site Shipping and Installation Addresses Station Installation Address Shipping Address 653-VA Roseburg Health Care System Roseburg Campus (ROS) 913 Garden Valley Boulevard Roseburg, OR 97470 913 Garden Valley Boulevard Roseburg, OR 97470 653-VA Roseburg Health Care System Eugene CBOC (EUG) 3355 Chad Drive Eugene, OR 97408 3355 Chad Drive Eugene, OR 97408 663-VA Puget Sound Health Care System Seattle Division (SEA) 1660 South Columbian Way Seattle, WA 98108-1597 1660 South Columbian Way Seattle, WA 98108-1597 Specific Tasks Zeiss Forum Eye Care Image and Data Management System All sites currently use Zeiss Forum (Eye Clinic PACS System) to manage, store, and transmit to the patient s electronic health record (EHR). All image acquisition components must work seamlessly with the Zeiss Forum database system. All devices must be DICOM Compatible and quoted if not include. Vendor shall provide onsite data transfer from older device to newer device. Installation and Training Vendor will be required to provide two user manuals for each system per site. Vendor will be required to provide two service manuals for each system per site. Vendor will be required to provide on-site installation for each system per site. Vendor will be required to provide on-site training on the proper use and setup of each system per site. Vendor will be required to provide the cleaning methods/guidelines for each system including accessories. All employees who will be utilizing the equipment, including Physicians, Technicians, Clinical Engineering, and Clinic staff members, must be trained by an authorized representative prior to using the System. Installation and training will occur on a mutually agreeable date and time between the COR and Vendor. Devices that will be traded in will have their hard-drive removed. Products (Brand Name or Equal) EyeCubed V4 Console (3) Vendor shall provide the following probes (3): Biometry A-Scan Probe 10 MHz Posterior Segment Probe Diagnostic A-Mode Probe 40 MHz UBM Wide Field Anterior Segment Probe Ultrasound Non-Adjustable Cart (3) Ultrasound with network capability (3) A-Scan Mode IOL power calculations Automatic and Manual scan B-Scan Mode 40 MHz UBM 10 MHz Posterior Measuring tools for sulcus to sulcus, angle of eye Video Capture DICOM License (3) Project scope by site is as follows: Site Location Description Turn-in Model Turn-in Serial Number Turn-in Manufacturer Replace with Model PUG AML Ultrasound (Eye) Eye Cubed V40011135 Ellex Eye Cubed ROS EUG Ultrasound (Eye) A/B Scan AVISO 1815 Quantel Eye Cubed ROS ROS Ultrasound (Eye) A/B Scan AVISO 1360 Quantel Eye Cubed Performance Period The period of performance shall be twelve (12) months. PRIVACY OFFICER LANGUAGE FOR PERFORMANCE WORK STATEMENT (PWS) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS REQUIRED The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Other Pertinent Information or Special Considerations Identification of Possible Follow-on Work: N/A Identification of Potential Conflicts of Interest (COI): N/A Packaging, Packing and Shipping Instructions: Devices shipped per Table 1. PO# must be included on Shipping Address. Inspection and Acceptance Criteria: Device has been installed, set up, and training has been provided. Remote effort to provide remote support with on-site VA personnel to network device and connect with Zeiss Forum. Option to Extend Services: In accordance with FAR Clause 52.217-8, Option to Extend Services, the contract may be extended, at the Government s sole discretion, for a period of up to six (6) months, exercisable in increments of not less than one (1) month. If the contract contains an unexercised option period, the Government may elect to exercise the option pursuant to FAR Clause 52.217-9, Option to Extend the Term of the Contract, during any short-term extension. The short-term extension(s) shall be subtracted from the total duration of the immediately succeeding option period that may follow as a result of the exercise of the option pursuant to FAR Clause 52.217-9 so that the combination of the short-term extension(s) and the option will not exceed 12 months duration. If the Government exercises one or more short term extensions in accordance with FAR Clause 52.217-8 and this instruction or an option period pursuant to FAR Clause 52.217-9, or any combination thereof, the contract as extended shall be deemed to include this extension instruction and FAR Clause 52.217-8; thus, the authority to extend services pursuant to FAR Clause 52.217-8 and this instruction may be exercised at the end of the base period and at the end of each option period. The prices applicable during the short-term extension(s) shall be the price(s) applicable during the immediately succeeding option period if there is one (for example, CLIN 1001 subject only to any adjustment required by the Service Contract Act). If there is no immediately succeeding option period, the price(s) shall be the price(s) applicable during the immediately preceding contract period, subject only to any adjustment required by the Service Contract Act. The extension(s) may be exercised by the Government IAW FAR Clause 52.217-8, provided that the CO has given notice of the Government s intent to exercise the extension at least 7 calendar days before this contract is to expire. A notice will be provided for each separate extension. For requirements items, the prices applicable during the short-term extension(s) shall be the prices applicable during the immediately succeeding option period, if there is one. If there is no succeeding option period, the prices shall be the prices applicable during the immediately preceding contract period. The cost ceiling(s), base fee(s), and award fee(s) during the short-term option(s) shall be the pro rata portion of the costs and fees applicable to the immediately succeeding option period, if there is one. If there is no succeeding option period, the cost ceiling(s) and fee(s) shall be the pro rata portion of the costs and fees for the immediately preceding contract period.